Farrier bookkeeping connects the work you performed, the amounts you billed, the payments you received, and the costs you incurred. Keeping those records distinct makes it easier to explain a balance or prepare information for an accountant.
Keep four records that can be matched
- Service record: which horse was seen, when, and what was done.
- Invoice: the payer, invoice number, service details, issue and due dates, and total charge.
- Payment record: the payment date, gross amount, reference, method, and invoice it relates to.
- Expense evidence: the receipt or supplier invoice, date, amount, and business purpose.
Keep mileage records alongside those records, with actual trip details. An appointment is evidence of planned work; it is not by itself a receipt, proof of payment, or a complete mileage log.
Worked example: billed, paid, and deposited differ
Fictional example in USD: invoice HF-104 is $220. The client pays $150 and still owes $70. A separate invoice HF-105 is $90 and unpaid. Your issued invoices total $310, recorded payments total $150, and open balance totals $160.
If a payment provider keeps a $3 fee from the $150 receipt, the net deposit is $147. Keep the $150 client payment and $3 fee distinguishable so you can explain why the bank deposit is not the same as the amount the client paid. Confirm accounting treatment with your accountant.
A useful reconciliation is: opening balance + new invoices − payments − agreed credits = closing balance. A mismatch is a prompt to investigate a missing entry or incorrect allocation, not to overwrite a total until it looks right.
A weekly review
- Compare completed visits with invoice line items. Look for work missed or billed twice.
- Compare payment records with statements and receipts. Resolve payments that lack an invoice reference.
- Check outstanding balances against due dates and any agreed payment arrangements.
- Save missing receipts and add enough detail to understand the purchase.
- Review mileage entries for missing purpose, personal driving, or duplicated trips.
- Export or back up the period's records, then open the saved files to check them.
What to prepare for an accountant
Ask which date range and formats they prefer. A useful handoff includes issued invoices, payment records, unpaid balances, expenses with supporting documents, mileage records, and a short list of unresolved questions. Keep the original documents as well as summaries.
For US businesses, the IRS recordkeeping guidance explains why books and supporting documents are needed. It does not require one specific software product. Ask your accountant about your accounting method, retention period, and local obligations; this guide does not determine tax treatment.
Start with the records you are missing
If invoices are the gap, use the farrier invoice template. If travel details are missing, use the mileage log and mileage recordkeeping guide. If entries are scattered across the week, start with the end-of-day checklist.